An Activist's Guide to City Hall

Definitions

Constituent: an individual who can vote for a City Councillor. Where you live defines who you can vote for, and who will represent you. This area is called a constituency. 
Councillor: an elected public official who takes part in voting in the City Council
Deputation: a set amount of time the public is given to address a sub-committee, usually 5 minutes each. Every resident of an area has the right to speak for 5 minutes. Usually, you "depute" to a sub-committee that's working on an issue, not the full City Council. 
Sub-committee: a group of Councillors, usually eight, who address a specific issue (eg. budget, transportation). They work out details and make recommendations to the Council. It's also one-stop shopping for activists educating councillors about an issue, through public deputations. 

Why and when to lobby a Councillor

You need to speak with your Councillor if:

a) your concerns affect other individuals in your community (speaking on behalf of a group is far more effective in getting a politician's attention).
b) you want changes made that are the government's responsibility to make (whether they think so or not).
c) you want to influence a government decision that is currently being made
 

Before you start

Always start at the lowest level and work your way up.

Even if someone higher up is the person who can help you, they won't until you've tried the "appropriate channels".

Decide if this is a political issue or a bureaucratic one.

For example, get a bus shelter doesn't need lobbying, it's handled by a bureaucrat at the TTC. Look for established channels before you feel the need to cut new ones. Also look for help from the non-elected government employees who actually run the place regardless of who's in power. They sometimes have sweeping powers to make decisions and/or creatively reallocate funds.

Find out who has the power.

All your persuasiveness will not help if it's used on the wrong person. Get a sense of which department deals with your issue. Also, Executive Assistants are often policy advisors to their bosses, who listen to their advice. Spend time trying to influence them too.

Use a strategy. 

For example, if you want to influence a vote, concentrate on persuading undecided people who might change their votes (called "swing votes") if that's enough for you to win. Count up however many votes you need and lobby the easiest or most influential people. Conserve your energy by using strategy to win, rather than relying on the logic and truth of your argument. 

Choose your battles.

Before you begin, decide where your talents are. Do you enjoy working on stopping something you don't like, or would you rather start something you do like? Choose your battles carefully; they can be very tiring.

Which government is responsible for what?

Federal role

The Federal government is responsible for railways, ports, airports and international boarder crossings. They own a major railway company and its rights-of-way, or the land that the rail tracks are on. They also put money into roads that are part of the Trans-Canada Highway and some other roads that are useful for long-distance transportation.
 

Provincial role

The Provincial government sets overall safety regulations and maintenance standards. They manage the provincial highway system. They own and operate Go Transit through the Toronto and Area Transportation Authority (although the tracks are a federal responsibility). The Province also regulates private bus operators and trucks. They have agreements to share the costs with city and regional governments for road building and maintenance and public transit. They can change these agreements when they want to.
 

Regional role (Metro Toronto)

Regional government controls county roads, arterial roads and expressways (roads that move people across the region). This includes sidewalks and bike lanes on specific roads. In Toronto, Metro controls the public transit system. The regional government also develops a land-use plan which regulates the roads, buildings and land uses (such as homes, businesses or industry) in the area.
 

Local role

Local government control local roads and sidewalks, parking, bike parking, some bike lanes and paths, speed, specific site planning for neighbourhoods or industrial zones (within the limits set by larger governments) and sometimes public transit.
 

All together

Sometimes to get one thing accomplished, you have to deal with many different governments, which can be very frustrating. You may also have to conform with a variety of regulations, for example, the Municipal Act, The Provincial Planning Act and the Environmental Assessment Act set limits on what municipal transportation and land-use planners may do.
 

Getting info

Look in the phone book Blue Pages (in the back section) for information on a specific department or program, or contact the following numbers:

Federal - Reference Canada: 1-800-667-3355

Ontario - Citizens' Inquiry Bureau: 416-326-1234

Metro Toronto - Access Metro: 416-397-7143 or Information Centre 416-392-8000

City of Toronto - General Inquiry: 416-392-9111.
 

Organizing a campaign strategy

Develop your strategy by answering the following questions:

1. Why hasn't this happened before?
If this is such a good thing, what's stopping it - technology, another lobby group, lack of attention. Assume that other people have had your idea, what opposition do you think they faced? How do you plan to neutralize it? Listen to the opposition with an open mind; find out what there objectives are.
 

2. Is a petition useful?
A petition is mostly useful as an action that represents an issue. It's something for volunteers to do that requires little skill, and it's great advertising. What will this tool accomplish? Could media attention made your elected representative defensive?
 

3. Is it useful to organize into a group or coalition?
Always work as part of a group. It can be helpful to do some initial information gathering first before you form the group - what you find out may affect your plans. You may find that a coalition of several existing organizations is better than a totally new group, or that you need to recruit certain people in your group for it to be credible. Always look for unexpected allies; groups often operate within their own friendship circles. Make an effort to reach out into more diverse communities and find new common interests.
 

4. Who has the power and money to get this done?
It's essential to figure this out, and sometimes infuriating. For example, the City of Toronto may be responsible for deciding whether certain road work gets done, but the Province has to pay for it. Work orders can sit in limbo while they bicker - so be sure to find out who has the authority to approve and implement your plans.
 

5. Is it the right time?
Be as opportunistic as you can, timing can be everything. When a vote is already in council, your time to make a presentation to the sub-committee considering the issue has already passed.

It is almost impossible to lobby right before an election. Elected officials are trying to secure their popularity, not encounter new ideas. Proposals also take a long time to be processed in Council, any new legislation wouldn't be voted on before the election, and the new government doesn't keep the old one's schedule. However, you can ask for funding to organize, do research or make plans as long as a decision or new legislation isn't needed. You can also ask for a campaign promise to follow up on later. It's better to lobby right after an election. 
 

6. How does your proposal fit in with the existing system?
You have to understand what systems are currently in place and the exact implications your proposal will have on them. Also, the more change you want to make, the more difficult it will be. It may be easier to, for example, have money redirected from existing plans rather than get new funding approved for additional expenses.
 
 

Meeting with your elected representative
 

You can approach your Councillor for two possible things:

Information

Ask them about your concerns and your preliminary plans as part of your information gathering. Don't make big demands on their time at this point, but they can often send you to people who are in power or have information. 

Help

Approach them with a concrete plan in mind. They will listen to your concerns and then ask "what do you want me to do about it?" Prepare a request for them - to attend a meeting, to cast their vote a particular way, to support your deputation and so on. For a sample letter to a politician, click here.

If what you're asking will win them votes - you have a much better chance of getting their support. It's therefore good to prepare arguments about how this will win them votes or, at least, not lose them any.

If you are asking them to do something politically unpopular, try and think of a way that they can help without getting media attention. You can also ask them to participate in a more neutral role to raise public awareness and build public support - such as mediating a public panel on the topic.
 
 

As a last note: don't be insulting when you address the concern of re-election. After all, their job is to represent their constituents. Even if they personally support your plan, they may feel obliged to get public support first.

They may also have unexpected concerns - it can really jolt you if you go with the perfect solution to Toronto's air quality problem and the only comment they make is a concern about liability issues! Try and listen to their concerns with an open mind.
 

Following-up after your meeting

Take the initiative

Always assume that you'll have to make contact again after your meeting. If they asked for more information, send it to them promptly while your discussion is still fresh in their mind.
 

Address their concerns

If they had objections or concerns about your proposal (ie. not enough research, politically unpopular, address problem of funding or liability etc.), try not to leave without finding out under what conditions they would help you (if you organize a petition, do some research, work out the funding, ask about liability etc.). Then, when you go away and develop those conditions, call them up and remind them.
 

Pass on information

Keep them informed about what you're doing. Send them brief information about the work your group is doing or new proposals.
 

Making a deputation

A deputation is when politicians get public input on a proposal.
 

Finding out about your chance to depute

You or your group can write to a sub-committee and asked to be put on their mailing list that says when the committee is meeting and when you can depute. The City Clerk's Department in City Hall keeps a list of the different sub-committees, what Councillors are on them and when and where the sub-committee meets. You can also call them to get on the list as a deputant.
 

Coordinate your group

Each individual usually has 5 minutes to speak. It is therefore enormously helpful if you can get everyone together and plan what to say. This way, you can make a series of deputations to say all your points and not waste time repeating each other. This is one of the main advantages of working in a group.
 

You may be asked questions

Sometimes, a deputation involves challenges or questions from the councillors. Be prepared for this. Keep your statements clear, short and factual.
 

Prepare in advance

After you've spoken, the Councillors will debate the issues among themselves. Although they will often mangle your points beyond recognition, you won't be allowed to speak again. This is why it can be good to send advance information kits to Councillors that you will be deputing to, so they have some idea of what you mean.

It's also helpful to meet with as many of them as possible to see if they support your plans and if not, why not? When you speak, you can address their concerns directly.
 

Find out the powers of the sub-committee

Don't assume that the recommendation of a sub-committee will always mean approval in the City Council. Some committees have more influence than others, usually the budget committee has a strong impact. 

Different committees may recommend different things to the Council, for example, the TTC Committee may vote against a fare hike, but City Council will approve one for budget reasons. You may also need to persuade several committees before your proposal is ensured of being passed. If it has financial implications, it must be approved by a budget committee.
 

Think of a strategy

Find out about the people on the sub-committee you will be addressing. Some Councillors have more influence and power than others. It may turn out that your Councillor already supports your plan, but that you need to convince someone else who also sits on the budget sub-committee and controls the funding. Some politicians respond well to pleas for mercy, others need to hear a well-reasoned, fiscally-sound type of argument. If you can't arrange a personal meeting, go a listen to them in meetings, check their voting record or listen to gossip for a little personality research.
 

Some other do's and don't

Don't insult, threaten, shame or make demands from a politician. It has little effect and limits your ability to collect information from them.

Don't expect your Councillor, or the media, to do any work. Present your solutions to them on a platter. The easier you make it for them, the happier they will be. Do the groundwork and provide a solution. Ask them to do something they understand (eg. publish this letter, support this proposal) that will gain them political benefits.

Don't make promises you can't keep.

Don't lie. If you get caught, you're credibility will be gone.

Do build relationships with your Councillor, even if you don't always agree with them. Think of them as colleagues - people you want to work with. Treat them with respect, but be honest and open about your differences.

Do be considerate of their schedules. People go to them with problems all day and they have terrible job security. Present them with solutions, not more problems.

Do expect them to take credit for all your work, but look at the bright side - this is when you know you've won. The mainstream has shifted and you can move on to new territory.

by Regan McClure